⏳ This feature is in early release for some Teamwork.com accounts.
✔️ Available (with limits) on Deliver, Grow, and Scale subscriptions. 1
See the "Workflows feature access" section in Workflows Introduction for more information.

What
Build a workflow with a custom set of stages that can be applied to multiple projects to mange the projects' tasks.
Why
  • Effectively reflect the processes your team moves through when working on client projects.
  • Improve efficiency by creating workflows relevant to multiple projects.
  • Reduce manual work by setting automations on workflow stages.
Who
  • Site admins (in the owner company) can create workflows, apply workflows to any project, and manage all workflows.
  • Site admins (in external companies / clients) can create & manage all workflows. They can apply workflows to projects they're a member of.
  • Project admins can view all workflows. They can view and manage tasks from projects they're an admin on through workflows.
  • Standard users and client users can view all workflows. They only see tasks from projects they're a member of.
  • Standard users with the profile permission to:
    • Manage workflows (allows users to manage all workflows (names, stage names, active stages, automations).
      📝 You can only apply a workflow to projects you're a project admin on and also have the profile permission to manage workflows.
When
Any time your team follows a key set of stages to reflect task progress — create a workflow with those stages so that project management in Teamwork.com is in sync with your on-paper processes.
What
Build a workflow with a custom set of stages that can be applied to multiple projects to mange the projects' tasks.
Why
  • Effectively reflect the processes your team moves through when working on client projects.
  • Improve efficiency by creating workflows relevant to multiple projects.
  • Reduce manual work by setting automations on workflow stages.
Who
  • Site admins (in the owner company) can create workflows, apply workflows to any project, and manage all workflows.
  • Site admins (in external companies / clients) can create & manage all workflows. They can apply workflows to projects they're a member of.
  • Project admins can view all workflows. They can view and manage tasks from projects they're an admin on through workflows.
  • Standard users and client users can view all workflows. They only see tasks from projects they're a member of.
  • Standard users with the profile permission to:
    • Manage workflows (allows users to manage all workflows (names, stage names, active stages, automations).
      📝 You can only apply a workflow to projects you're a project admin on and also have the profile permission to manage workflows.
When
Any time your team follows a key set of stages to reflect task progress — create a workflow with those stages so that project management in Teamwork.com is in sync with your on-paper processes.

Before you start

  • Each workflow can be associated with unlimited projects.
  • Each project can be linked with one workflow.

Create a workflow

Step 1: Create a workflow and stages

  1. Click your profile icon in Teamwork.com's main navigation menu.
  2. Select Settings.
  3. Switch to the Workflows tab.
  4. Click Add workflow.
  5. Enter the workflow's name, then press Enter / Return.
  6. Click Add stage.
  7. Enter a stage name.

    Image Placeholder

  8. Repeat steps 6 and 7 for each stage you need.

Step 2: Apply the workflow to projects

  1. Click Apply to projects at the bottom of the panel.
  2. Click the Select projects field.

    Image Placeholder
     
  3. Check the box on the left of each project you want to apply the workflow to.
  4. Click Apply workflow.

Step 3: Map workflow stages

If any of the selected projects are already using a workflow, the new workflow will replace it. You must map the previous workflow's stages to stages in the new workflow (so that tasks can move over accordingly).
 
  1. Click the first Select stage field.
  2. Select a stage in the new workflow to map the previous stage's tasks to.



  3. Repeat steps 1 and 2 for each subsequent stage that needs to be mapped.
  4. Click Apply workflow.

The workflow is created and applied to the selected projects. For any mapped workflows, the affected tasks are moved to the new stages.

Manage a workflow

  1. Click your profile icon in Teamwork.com's main navigation menu.
  2. Select Settings.
  3. Switch to the Workflows tab.
  4. Scroll to the relevant workflow.
  5. Click the ellipsis (three dots) on the workflow's right.
  6. Manage the workflow:
    1. Workflow name: Update the workflow name.
    2. Stages:
      1. Name: Click into a stage name field to update the text.
      2. Color: Click a stage's color to open the color palette and pick another.
      3. Delete: Hover over a stage and click the trash can to delete it.
      4. Automate: Hover over a stage and click the automation button (Image Placeholder) to open the automations builder.
      5. Reorder: Click and hold the left side of a stage (set of dots) and drag the stage to a new position in the list.
    3. Projects: Click Apply to projects to update the projects associated with the workflow.


Project Board view

When a workflow is applied to a project, the workflow can also be viewed from the project's Board view.
 
  • Project members with permission to:
    • View tasks: can access Board view and view individual tasks they have visibility of within the workflow's stages.
    • Edit tasks: can move tasks between stages.
    • Add tasks: can create new tasks directly in stages.
  • Standard users with the profile permission to:
    • Manage workflows: can edit the workflow via the project's Board view.
    • Project admin: if the user has permission to manage workflows and is also project admin, they can change the project's associated workflow.
  • Site admins (in the owner company) can edit the workflow or change the project's associated workflow.



1. Also available on legacy subscriptions: Pro, Premium, Enterprise.